Description

• Ensure that all donors receive prompt and accurate acknowledgements for restricted and unrestricted gifts. Prepare draft letters, secure live signatures and draft custom notes from the President. Copy, mail and upload into database. Work with the Development colleagues and Vice President of Philanthropy to determine which letters require customization and to ensure that all gifts are acknowledged within 48 hours of receipt.
• Ensure that all gift acknowledgement processes and systems are optimized for efficiency to maintain quick turn-around times, especially during heavy donation periods (such as end of year).  
• Ensure proper coding and processing of all gifts received by Development Department. Complete timely and accurate data reporting and ensure donor records are updated to reflect current preferences or status.
• Report all gifts daily to the Development staff by preparing the Daily Gift Report.
• Assist with welcoming new donors into the Defenders’ Leadership Council by preparing and sending welcome packets and supplemental materials, when appropriate.

• Assist with cultivation outreach mailings, such as gratitude cards, annual report, special reports, newsletters, invitations, birthday cards, Leadership Council and other premium mailings. Purchase and ensure postage, letterhead and envelopes are organized and available for all mailings to meet departmental and project mailing deadlines.
• Support event and trip activities as needed, including producing name badges and place cards, preparing and mailing materials, coordinating special projects and providing other support as needed.
• Assist with department donor research projects and pipeline development as needed.
• Serves as back-up to create visit briefings and prepare trip materials for major gift officers as needed.
• Process and maintain contracts for the department. 
• Coordinate department-wide activities and projects, such as the weekly Development report (15Five), weekly staff meetings and orientation materials/binders for new staff members.
• Ensure audio-visual needs are set-up prior to scheduled meetings (e.g., Development weekly meetings).
• Provide support, as needed, to the Vice President of Philanthropy, including scheduling meetings and appointments; making travel arrangements; preparing visit materials for donors; managing travel expenses, assisting with donor correspondence and mailings, and tracking activities in the donor database
• When needed, assist Development colleagues with travel arrangements and expense reports.
• Complete expense reports for VP of Philanthropy and department credit card expenses.
• Perform all other work-related duties as assigned.

Knowledge, Skills, Abilities for All Defenders 

• Ability to accurately maintain electronic and physical records
• Anticipate and meet the needs of internal and/or external stakeholders delivering excellent service

• Ability to clearly and accurately communicate with internal and external stakeholders
• Ability to articulate complex ideas clearly, accurately and concisely

• Ability to handle sensitive and confidential matters with discretion
• Strong research and data analysis skills, including ability to gather and synthesize information from multiple sources to produce high quality work products in a consistent, efficient, accurate, and timely manner  
• Creative problem-solving and troubleshooting skills with willingness to experiment and innovate new methods.

• Ability to work well under pressure and tight deadlines while balancing competing assignments
• Ability to remain flexible and adaptable to shifting priorities while remaining responsive to urgent requests 
• Ability to take ownership of a project or process and to use problem solving skills to resolve issues
• Ability to manage deadlines on multiple cross-functional projects in a dynamic environment
• Demonstrated ability in managing competing interests on complex issues

• Excellent writing, proofreading skills and knowledge of grammar  
• Strong technological aptitude with advanced skills using Microsoft Word and Excel and willingness to learn specialized software such as ROI (our CRM)   
• Strong organizational skills and attention to detail
• Strong interpersonal skills and ability to interact with both management and support staff
• Ability to take ownership of a process and to use problem solving skills to resolve issues; including asking questions and perform research when a task is unfamiliar and asking for help when needed. 
• Ability to function efficiently in a busy environment
• Expected to work independently and/or as a team member with initiative, motivation, flexibility, organization, and strong attention to accuracy and detail